UNISA Postdoctoral Research Fellowship Programme Date: 09 December 2011 Background The appointment of Postdoctoral Fellows (PDFs) at the University of South Africa (UNISA) was formalized towards the end of 2009 when Council approved the revised Policy regarding Academic Associates. With that revision, PDFs were formally added and recognized as Academic Associates. Since then, two institutional calls for applications for PDFs have been advertised in national newspapers. This has enabled the university to engage a number of PDFs. However, several challenges pertaining to the processes of appointment of PDFs have since been identified. The most important of these include: a) PDFs do not fit into the category of Academic Associates very well b) PDFs should not be regarded as members of staff – an option that is included in the current policy – as this has tax as well as work permit implications in the case of non-South Africans c) Current permissible engagement processes and procedures are long and complex leading to some applicants taking other more lucrative opportunities d) Current engagement processes are not entirely amenable to the employment of externally funded PDFs e) Administration of PDFs will require a modification of the usual HR arrangements around contracts because of the different status of PDFs as grant recipients. The Research Department will need an HR practitioner to process the documentation, memoranda of agreement and claims against the grant. 1. Proposed New Paradigm 1.1 Rationale for the Appointment of PDFs There are three generally recognized reasons for the appointment of PDFs: 1.1.1 offering further training for new doctoral graduates by providing them with a supportive and conducive atmosphere for the further development of their research careers 1.1.2 revitalizing and diversifying the research culture of an institution 1.1.3 boosting the research output of an institution 1.2 Status of a PDF 1.2.1 Postdoctoral fellows are not employees of the University of South Africa. -1– © 2011 UNISA All rights reserved 1.2.2 Postdoctoral fellows are not Academic Associates of the university as defined in the current Policy regarding Academic Associates. For this reason the current Policy regarding Academic Associates will be amended accordingly. 1.2.3 PDFs are senior postgraduates who, having met certain criteria and having been selected, receive a research grant by the University of South Africa or an external funder after the completion of their PhD. Some external funds may have to be administered by the University of South Africa on behalf of the funder. 1.2.4 PDFs will have access to the UNISA research infrastructure in order to conduct research. Colleges will be responsible for ensuring office space, ICTs and furniture. 1.2.5 The SARS Binding Class Ruling in favour of HESA issued in accordance with section 76R of the income Tax Act No. 58 of 1962, as per the SARS letter of 4 December 2009 confirmed in the HESA CIRCULAR 10/2010 (5 March 2010) which states that ‘provided certain guidelines are adhered to, awards to PDFs will be regarded as bona fide bursaries or scholarships, as such, these awards will be regarded as exempt from tax’ should be the basis of appointment. 1.3 Generic Criteria for the appointment of PDFs In keeping with the rationale indicated above, eligible PDF candidates should possess the following qualities: 1.3.1 1.3.2 1.3.3 1.3.4 1.3.5 1.3.6 A doctoral degree PhD students whose PhD thesis is under examination are also eligible. In such a case, a PDF could be awarded subject to the completion of the PhD. The doctoral degree should not be older than five years at the time of application The PhD degree obtained should be from a university other than UNISA A proven research track record which includes: At least one article published in an accredited journal. At least one conference presentation. A detailed research plan for the period of appointment as a PDF. Disciplines may specify additional relevant criteria. The following will be regarded as an added advantage: 1.3.7 A doctorate in a ‘scarce skill’ area 1.3.8 Possession of external funding 1.3.9 South African Citizenship Permanent UNISA staff member do not qualify for the PDF irrespective of where the PhD was obtained. 2. Recruitment of Postdoctoral Fellows -2– © 2011 UNISA All rights reserved 2.1 The university will advertise Postdoctoral Fellowships up to four times a year – approximately once every quarter. There will be a maximum of four possible intakes of PDFs in an academic year, but no fewer than two. 2.2 The advertisements will be placed in appropriate national media and distributed to other channels as well. PDF’s will be advertised in two categories: Open call, where applicants may apply in any of Unisa’s research focus areas. Appointments will be made based on the area of research interest of the successful candidates, provided this area of expertise exists at Unisa. Specific PDF’s, where Departments have identified specific research topics under specific supervisors (which may have additional criteria specific to that topic), for which applicants are sought. Supervisors should be senior researchers with a proven research record. 2.3 Established researchers and examiners of doctoral students will be encouraged to identify potential candidates and encourage them to apply throughout the year. 2.4 All applications should include: a detailed CV proof of possession of a doctoral degree or proof of submission for examination of a doctoral degree a comprehensive research plan for the duration of the PDF 2.5 All applications will be received by HR on behalf of the Research Department which will liaise with the relevant College. 3. Selection Process and Principles All applicants will go through a competitive and merit-based selection process. 3.1 The process begins with the compilation of a shortlist from all available applicants at College level. 3.2 The College Short-Listing Committee will be chaired by the relevant Executive Dean or designated authority and will comprise relevant officials from the College, senior staff and researchers from the prospective host Departments, prospective supervisors in the case of a PDF in a specific research area, at least one HR support staff member, one representative of the Research Department and at least one representative from another College. 3.3 The College Short-Listing Committee will also serve as the College Selection Committee. 3.4 The College Short-Listing Committee must send the short-listing report to HR within five working days of the short-listing meeting. HR will make the necessary arrangements for interviewing the short-listed candidates. 3.5 The College Selection Committee will interview all short-listed candidates and make a recommendation. 3.6 The College Selection Committee must send the report to HR within five working days for notification and further processing. -3– © 2011 UNISA All rights reserved Externally funded PDFs who apply in conjunction with their prospective mentors/supervisors for a postdoctoral grant from Science Councils (NRF, MRC, etc) may, at the discretion of the Executive Director: Research, in consultation with the Executive Dean concerned, be exempted from further internal selection processes. Upon receiving a letter of award from the relevant funder or Science Council, they will submit the award letter to the Research office for a further processing. 4. Awarding of Postdoctoral Fellowships 4.1 In cases where non-South African citizens who have been awarded a PDF need to obtain a study visa for the purpose of the PDF, the relevant Departments at UNISA will provide the necessary support in obtaining such a visa (for example, providing letters of confirmation of the award of PDF to the relevant consulate and other documentation that may be required). The relevant section of the Human Resources Division must ensure that the candidate has successfully obtained such a visa before the position is taken up. 4.2 The relevant sections of Human Resources and Finance will ensure compliance with the SARS Binding rule referred to above for each PDF. 4.3 The award letter will be signed by the Executive Director: Research. Such a letter will be dispatched to the candidates, together with the contract of appointment without delay, shortly after the College Selection Committee meeting. 4.4 College Selection Committee reports shall be tabled for noting at the SENRIC. 4.5 PDFs will be awarded for a period of one year, renewable for a second year. 4.6 Only once the PDF has signed the prescribed agreement with the University and only after such an agreement has been signed by all relevant officials will the PDF be regarded as duly appointed by the university. 5. Duties of a Postdoctoral Fellow The main duty of a PDF is to conduct and publish research. The following are requirements in terms of the agreement with the PDF: 5.1 Submission of two accredited research outputs per annum with UNISA as the affiliated institution of the PDF. 5.2 PDFs should present their research at one international (or national) conference per annum, which will be funded by the hosting College. 5.3 PDFs should present a paper at two seminars/colloquiums per year at Unisa. 5.4 Assist with or co-supervise postgraduate students where applicable, with commensurate recognition. 5.5 Assisting in organising postgraduate research workshops and seminars 5.6 Providing quarterly reports on activities and outputs to the College Research Committee. 5.7 PDFs are not employed to assist with tuition requirements in an academic department -4– © 2011 UNISA All rights reserved 6. Management and Monitoring 6.1 Colleges will include a section dealing with Postdoctoral fellows in their quarterly reports to SENRIC. 6.2 A detailed report on the work of a postdoctoral fellow, including a recommendation for renewal or non-renewal will be tabled at SENRIC two months before the end of a current contract. Renewal will be based on performance. 7. Termination of Appointment 7.1 A PDF can terminate the appointment by giving one calendar month’s notice. The grant will need to be paid back pro-rata for the time the PDF was appointed at UNISA. 7.2 UNISA can terminate the appointment based on two consecutive non-performance reports. UNISA will give one calendar month’s notice. The grant will need to be paid back pro-rata for the time the PDF was appointed at UNISA. -5– © 2011 UNISA All rights reserved